Commercial Robot Floor Cleaner

The City of Madison, Wisconsin has issued a Request for Bids (RFB #14037-0-2025-TJ) for the Madison Public Library to procure two Phantas S1 Pro all-in-one commercial cleaning robots manufactured by Gausium. The procurement includes the robots, docking stations, and a comprehensive 5-year service contract covering mapping and setup. The bid solicitation requires vendors to submit competitive electronic proposals by Thursday, June 12, 2025, at 2:00 PM CST, with submissions to be sent to bids@cityofmadison.com. Key procurement dates include the initial issue date of May 29, 2025, a vendor questions deadline of June 5, 2025, and official answers to be posted on June 9, 2025. Bid evaluation criteria will focus on responsiveness, vendor responsibility, and overall best value to the municipality, with vendors required to complete several mandatory forms including a Signature Affidavit, Vendor Profile, Cost Proposal, and References. The city will assess bids based on technical compliance, pricing, and the comprehensive service offering accompanying the robotic cleaning equipment.

The procurement opportunity appears to have several important provisions for potential bidders, including local vendor preference considerations and affirmative action requirements. The city has established cooperative purchasing options and is tax-exempt, which may provide additional flexibility for vendors. While specific set-aside designations are not explicitly detailed, the bid documents suggest a commitment to inclusive procurement practices. No incumbent vendors are mentioned in the documentation, and no specific budget range is provided, indicating an open competitive bidding process. Vendors will need to demonstrate compliance with the city's standard terms, including non-discrimination clauses, specific insurance requirements, and municipal procurement regulations. The solicitation allows for multiple bids from qualified vendors, suggesting the city is seeking comprehensive and competitive proposals for these advanced commercial cleaning robots.